Faster, Better, Cheaper:Improving the Recruitment Process One Step at a Time

• How would you describe your recruitment process?– Good, Bad, or Ugly?

RECRUITMENT PROCESS

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Organization Average Recruitment

City of San Antonio 4-6 Months1

(estimated)

City of Austin 2.5 Months

City of Ft. Worth 3 Months2

(estimated)

City of Phoenix 3 Months

City of San Jose 3.5 Months

CPS 4 Months

SAWS 2 Months

COMPARATIVE ANALYSIS

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1 City of San Antonio recruitments range from 2-9 months2 City of Ft. Worth recruitments range from 1-6 months

PROJECT SCOPE & BACKGROUND

• Office of Innovation tasked to work with Human Resources to:– Streamline current hiring

process to reduce recruitment time

“Do it Faster”

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CURRENT PROCESS– 84-105 STEPS

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Process Steps Total Time % Wait Time Handoffs

84-105 30-175 business days 90-96% 46-55

Department Staff

HR Staff

Budget Staff

City Managers Office

JPAC

Applicant

Step Owner

• Just going Faster isn’t always the only solution

FASTER

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BETTER

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• Time

• Communication with customers– Internal – External

CHEAPER

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When’s my position going to be filled?

I submitted my application 2 months

ago. When is my interview?

• Lean Process Improvement methodology– What is there? What exists in the current process?– What are we trying to accomplish?– What has to be there?

STRAIGHTEN THE PIPES

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Development Services

Solid Waste Management

Parks & Recreation

Animal Care Services

KEY PROCESS STEPS

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• “This position is authorized and I have the budget to hire”

• “This is the type of person I want”

Department Initiation

• “Come in we’re hiring”• “Here are the best

candidates”

Position Advertisement

• “I want to hire this person”

• “This is how much we can pay”

Interview & Selection

•“Welcome Aboard!”•“Here’s your badge”

Selection Processing

NEW PROCESS – 30-45 STEPS

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Process Steps Total Time % Wait Time Handoffs

30-45 18-46 business days 89-93% 27

Department Staff

HR Staff

Applicant

Step Owner

• How was Phase I of the recruitment process described?

FIRE BULLETS FIRST…

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• Supplemental Questions– HR Recruitment will work with Departments to:

• Identify what makes a successful candidate• Create supplementary questions

– Allows system to prioritize candidates– Option to include essay questions

IDENTIFYING QUALIFIED APPLICANTS

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• Sr. Management Analyst to support new organic recycling program

• Preferred Qualifications– Bachelor’s degree– 2-3 years of experience in data collection &

analysis– Experience creating and presenting status update

reports that can be shared with Council

BETTER

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BETTER

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• How many resumes are you going through?– Let the system work for you!

FILTERING AND RANKING

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• Mass Interview & Processing Events– Solid Waste, Parks – Apply, Interview and Fingerprint

• Pre-K 4 SA job fairs• Outreach examples

– UTSA All-Majors Career Fair – Feb 7– Recruit Austin – Feb 13 – Trinity Job Fair – Feb 20– Innotech Conference – April 20– Centurion Military Alliance Networking Fair – April 25

ALTERNATIVE HIRING METHODS

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RESOURCES

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• Recruitment process time can be reduced up to 75% by:– Eliminating 50% of steps;

• 30-45 steps• 18-46 business days per hire

– Implementing new recruitment methods; and – Fully implementing existing technology

RESULTS

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LESSONS LEARNED

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Human Reviews Needed

Relevant Supplemental

Questions

Collaboration &

CommunicationMaximize technology

Faster, Better, Cheaper:Improving the Recruitment Process One Step at a Time